PFAS Supplier Request Email Template, With Three Follow-Ups

Most suppliers have never been asked about PFAS, and the first email often goes to someone who can’t answer. These four emails ask for exactly what a Minnesota report needs, then follow up and look for the right person when the first contact goes quiet.

Download the PFAS supplier request emails (Word). Attach a part list to each request. Our PFAS supplier declaration template has a column for every field.

The four emails

Email	When	What it does
1. The request	Day 0	Names the parts, the fields you need, and a date about three weeks out
2. First follow-up	Day 7	Pastes the part list in the email, and says a Yes or No is enough for parts with no PFAS
3. The right person	Day 14	Asks who at the supplier answers questions about chemicals in its parts
4. Last follow-up	Day 28	Explains that unanswered parts get reported as unknown, and asks which parts are done

What should the first request say?

Keep it to the facts the supplier needs to act:

• Why you’re asking. You report PFAS in your products to the Minnesota Pollution Control Agency.
• Which parts. List them by your part number and theirs. A supplier answers a list faster than an open question.
• What you need per part. Whether PFAS is intentionally added, and if so the chemical name, CAS number, concentration range, and function.
• By when. A specific date. About three weeks gives a supplier time to ask its own suppliers.
• Who else. Ask them to forward it, or name the right person, if someone else handles product compliance.

Who should the request go to?

A sales or customer service inbox rarely answers chemical questions. Quality, product compliance, regulatory, and product stewardship contacts usually do. If you only have a sales contact, send it there and ask for a name in the same email. That’s what email 3 is for.

How do you keep the record?

Log the date of every request, follow-up, and reply for each supplier. Minnesota requires you to keep requesting until the data is known, and to keep records of those requests for at least five years after the products leave the supply chain. The log is your evidence of due diligence if MPCA asks.

What response rate should you expect?

Public comments on Minnesota’s rule put supplier response rates at about 30% to 40%, even after months of follow-up. Finding the right contact and following up on a schedule are what move that number.

TL;DR

How many times should I follow up with a supplier?

At least three times over about four weeks, with one email that asks for a different contact.

What if a supplier refuses to answer?

Keep the record of every request. Minnesota does not accept a supplier’s refusal as a reason to stop asking, but you can report the part as unknown in the meantime.

Can I send the request from a shared inbox?

Yes, but a request from a named person at a customer the supplier knows usually gets more answers.

Related PFAS guides

• PFAS supplier declaration template (CSV)
• PFAS statement letter template, for suppliers
• Minnesota PFAS report lookup
• Minnesota PFAS February 1 update
• Minnesota PFAS reporting: how to get the data from your suppliers

Sources

1. Minn. Rules 7026.0080. Supply chain requests and records.
2. Minn. Rules 7026.0030. Report contents.
3. MPCA response to comments, June 2025 and 2023 comment file. Supplier response rates.

Bridgecurrent sends these requests from your own email, finds the right contact at each supplier, follows up until they answer, and keeps the dated record. See pricing.